IEEE Guide to Classification of Documents
13 May 2016
This guide provides procedures for the implementation of IEEE Policy 9.25, Information
Disclosure. The procedures are applicable to all members of the IEEE community, including
employees, subcontractors, and volunteer leaders.
The initial version of this guide was approved in June 2015 by the IEEE Board of Directors.
Preface
The IEEE Governance Committee shall be responsible for the contents and maintenance of
this Guide in line with IEEE Policies, Section 9.25, Information Disclosure Policy. Any
revisions to the Guide shall be reported to the IEEE Board of Directors.
The latest copy can be downloaded from the IEEE Governing Documents website at
http://www.ieee.org/about/corporate/governance/index.html.
Any comments on this document or suggestions for improvement should be submitted to
the Governance Committee of the IEEE Board of Directors at secretary@ieee.org.
Table of Contents
IEEE Guide to Classification of Documents
1
Preface
1
Table of Contents
2
1
3
2
Quick Reference Summary of Concepts and Procedures
What are the key ideas?
2.1
IEEE Policy on Information Disclosure
2.2
Objectives
2.3
Scope and Limits
2.4
Important Concepts
2.4.1 Document
2.4.2 Authorized Volunteer Leader (AVL)
2.4.3 Levels of Classification
2.4.4 Need to Know
2.4.5 Originators and Readers
2.4.6 Records Retention
3
4
How do I protect IEEE’s confidential documents?
How do I share IEEE’s confidential documents?
4.1
Sharing information inside IEEE
4.2
Sharing information outside IEEE
8
9
9
9
5
How do I consider confidential documents in a meeting?
10
6
How do I dispose of a confidential document?
12
7
Can a confidential document be reclassified?
13
8
How do I create a confidential document?
14
9
2
5
5
5
5
5
6
6
6
6
6
7
What level of classification should I assign?
9.1
Product Data
9.2
Operations Data
9.3
Strategic Data
9.4
Data regarding Relationships with Other Organizations
9.5
Governance Data
9.6
Personnel Data
9.7
Legal Data
16
16
17
18
18
19
19
21
10
Who is an Authorized Volunteer Leader (AVL)?
22
11
May an OU or other sub-organization create its own policy?
23
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IEEE Guide to Classification of Documents
1
Quick Reference Summary of Concepts and Procedures
The following table summarizes information found elsewhere in this document:
(Not classified)
IEEE Proprietary
IEEE
Confidential
IEEE ConfidentialControlled
Distribution
Frequency of use The norm
Common
Rare
Exceedingly rare
Characterization
IEEE products,
public
communications,
and records of
volunteer
activities
Information
related to IEEE
decisionmaking,
operations, and
governance,
except as
described below
Information that
could adversely
affect the
business
operations,
privacy
commitments,
or legal
obligations of
the IEEE if
disclosed
Information
that, in
accordance with
law, bylaws,
policies, or
procedures
must be
restricted to a
defined list of
individuals
Availability
Available* to the
public—may be
subject to
copyright, fees,
etc
Available* to all
IEEE staff and
members
Available* to all
IEEE staff and
Authorized
Volunteer
Leaders with a
need to know
Provided to
those on the
distribution list.
May not be
redistributed.
Examples
(See § 9)
Business cards,
products,
publications, price
lists, annual report
Organization
charts, financial
data, statistical
abstractions of
higher-classified
data
R&D plans,
product
strategies,
consideration of
policy changes,
compilations of
lower-classified
data
Most personnel
information,
negotiable
prices and
terms, trade
secrets and
patents,
mergers and
acquisitions,
executive
session minutes
IEEE Guide to Classification of Documents
3
Need to know is
determined by
(See § 4)
Not applicable
Reader
Reader
Distribution list
provided by
originator
Classification
markings
(See § 8)
Not applicable
Level,
Originator
Level,
Originator,
Declass date
Level,
Originator,
Declass date,
Distribution list
Protection
(See § 3)
Not applicable
None
Locked drawer,
delivery tracking
Locked drawer,
delivery receipt,
encryption
Disposal*
(See § 6)
Not applicable
Normal deletion
from computer.
For small
quantities of
paper, normal
trash. For large
quantities, treat
like IEEE
Confidential.
Paper: shred,
burn or dispose
in designated
container.
Electronic:
secure deletion
Paper: return to
originator,
shred, burn or
dispose in
designated
container.
Electronic:
secure deletion
IEEE members
and staff
Executive
session
Executive
session
Meeting audience Not applicable
(See § 5)
* Notes to table:
1. “Available” does not imply that the information is pushed to the parties. “Secure
deletion” means that the electronic document is not simply placed in the “recycle bin” of
the computer, but is actually deleted. “Normal trash” is meant to suggest that small
quantities of proprietary trash may be intermixed with large quantities of other trash. If
large quantities are to be discarded, they should be shredded, burned or disposed in a
designated secure container.
2. Nothing in these procedures is intended to supersede the provisions of IEEE policies and
procedures for Records Retention.
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IEEE Guide to Classification of Documents
2
What are the key ideas?
2.1 IEEE Policy on Information Disclosure
IEEE policy 9.25 (1) states that:
As an educational, scientific organization dedicated to the benefit of the public, IEEE
recognizes and endorses the fundamental importance of transparency and
accountability in all its activities. Accordingly, it is IEEE’s policy to be open about its
activities and to welcome and seek out opportunities to explain its work to the widest
possible audience.
Accordingly, much of IEEE’s information should be available to the public and nearly all of
it should be available to its members. Procedures for information disclosure are
appropriate to deal with the small fraction of information that should retrieve more
restricted distribution. The purpose of this document is to provide guidance on the
application of the IEEE’s policy on information disclosure.
2.2 Objectives
IEEE’s information disclosure policy has two objectives:
 To increase the flow of information among IEEE staff and volunteers
 To protect the small amount of information that requires protection
It follows from these objectives that the procedures should give everyone—both staff and
volunteers—the information that they need to discharge their duties; reduce the need for
and use of executive session; and comply with any applicable laws.
An information disclosure policy necessarily exists in a tension between two needs:
 Should the information be disclosed to provide benefit to the public, to fulfill the
members’ right to know, and to provide the information needed for everyone to do
their jobs?
 Should the information be protected to preserve competitive advantages, to fulfill
legal obligations, and to protect privacy?
Every person in the IEEE community must be mindful of both sets of needs and must apply
judgment to find the right balance. This document is intended to provide assistance in
making those informed decisions.
2.3 Scope and Limits
These procedures apply to all information created and maintained by IEEE and its suborganizations, with the exception of privileged information created by attorneys or in
correspondence with attorneys. Any privilege markings provided in the course of
correspondence with legal counsel preempt any markings provided by this set of
procedures.
2.4 Important Concepts
In order to apply these procedures, it is important to understand a few important concepts.
IEEE Guide to Classification of Documents
5
2.4.1 Document
A “document” is any communication recorded in a form that can be read by a human,
regardless of whether the information is recorded on paper or an electronic medium.
PowerPoint presentations are examples of documents. An email note is an example of a
document. Databases are not necessarily documents, but the reports produced from the
database are documents.
2.4.2 Authorized Volunteer Leader (AVL)
An authorized volunteer leader is an IEEE volunteer who has undergone the appropriate
procedures (as described in IEEE Policies, Section 9.25 - Information Disclosure Policy ) to
be entrusted with IEEE confidential information. For the purposes of this guide, AVLs and
IEEE employees1 have the same privileges and responsibilities in dealing with IEEE’s
information.
2.4.3 Levels of Classification
In addition to information that is not classified at all, IEEE has chosen to have two levels of
classification: IEEE Proprietary and IEEE Confidential. IEEE Proprietary information is
available to any staff member or member of IEEE. IEEE Confidential information is
available to AVLs and staff members who have a “need to know”. However, some
information is subject to stricter controls on distribution. Such information is marked as
IEEE Confidential—Controlled Distribution.
2.4.4 Need to Know
This concept is the basis for sharing confidential information inside the IEEE community. If
an AVL or a staff member needs the information in a document in order to perform their
duties, then they have a “need to know”.
In the case of IEEE Confidential documents, any reader of the document judges the “need to
know”; in other words, any reader of an IEEE Confidential document may make the
judgment that the document should be shared with some other AVL or staff member.
In the case of documents marked “IEEE Confidential—Controlled Distribution”, the need to
know is determined by the originator of the document. Before such a document is shared,
the originator must add the new recipient to the distribution list for the document.
2.4.5 Originators and Readers
The “originator” of a classified document is the person who created the document. If it’s a
team effort, then the originator might be the lead person of the team. The originator selects
the appropriate classification level, and, in the case of IEEE Confidential—Controlled
Distribution, determines and maintains the list of people who may have access to the
document. The “reader” is anyone who has access to a classified document. In the case of
It is assumed that IEEE employees (or contractors with similar responsibilities) will have
taken training similar to that provided to AVLs and will have entered into an employment
agreement or a contractual agreement that provides for the protection of IEEE classified
information.
1
6
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IEEE Guide to Classification of Documents
documents marked “IEEE Confidential”, the reader is free to share the document with an
AVL or staff member if the reader determines that they have a “need to know”.
2.4.6 Records Retention
In addition to its policy on Information Disclosure, IEEE also has a policy on records
retention. The two are distinct—Records Retention regulates the preservation of
documents while Information Disclosure regulates the sharing of the information in those
documents. Nothing in this guide supersedes the requirements of the records retention
policy.
IEEE Guide to Classification of Documents
7
3
How do I protect IEEE’s confidential documents?
Every person in the IEEE community has the responsibility to protect classified documents
that are in their custody. This section describes the requirements.
IEEE Proprietary documents require no special protection aside from normal care.
Obviously, they should not be left unattended in public places, nor should they be provided
to persons outside the IEEE community.
Any paper document labeled IEEE Confidential must be stored in a locked container when
not in active use. When in use, the document must be in the physical possession of the
responsible individual. When traveling, IEEE Confidential documents must be secured in a
manner similar to a valuable object, e.g., out of sight in a locked automobile, locked
briefcase, hotel safe, etc.
Every employee should be trained that if they see an unattended paper document classified
IEEE Confidential, they should immediately take the document, secure it, and report the
fact to their supervisor.
If a document labeled IEEE Confidential is to be mailed, it must be mailed via a method that
provides a delivery tracking confirmation.
If a document labeled IEEE Confidential—Controlled Distribution is to be mailed, it must be
mailed via a method that provides a signed receipt. (Confidential documents require only
delivery tracking, a service provided inexpensively by the US Postal Service. Controlled
Distribution documents require a signed receipt. This can be accomplished via registered
mail or by the optional receipt service of most express delivery services.)
If an electronic document labeled IEEE Confidential—Controlled Distribution is to be
stored on an electronic device or transmitted electronically, it must be encrypted except
when in actual use. (Note that there are common software packages that include an
encryption option.)
8
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IEEE Guide to Classification of Documents
4
How do I share IEEE’s confidential documents?
4.1 Sharing information inside IEEE
This section deals with the sharing of information inside the IEEE community. The next
section addresses sharing with those outside the IEEE.
IEEE Proprietary information can be shared with any IEEE staffer or member.
IEEE Confidential information can be shared with any IEEE staffer or Authorized Volunteer
Leader if they have a need to know. The person giving the information has the responsibility
to determine if the receiver is, in fact, an employee or an Authorized Volunteer Leader. The
person giving the information has the responsibility to assess if the receiver has a credible
need to know the information in order to conduct their duties and responsibilities.
IEEE Confidential—Controlled Distribution documents may be shared only with those who
appear on the distribution list. To share with others, one must seek the agreement of the
originator or the originator’s superior to modify the distribution list.
4.2 Sharing information outside IEEE
Documents labeled IEEE Proprietary or above may be disclosed to those outside the IEEE
only after staff has executed a non-disclosure agreement.
IEEE Guide to Classification of Documents
9
5
How do I consider confidential documents in a meeting?
This section describes the treatment of classified information in meetings. In particular, it
addresses the use of Executive Session.
According to IEEE Bylaw I-300.1 Governance; Parliamentary Procedures; Meeting Protocol,
IEEE meetings are open only to members and staff. Therefore, IEEE Proprietary documents
can be discussed without executive session. The meeting chair should take reasonable
precautions to ensure that no non-members are present.
To consider documents classified IEEE Confidential or above, it may be advisable to enter
executive session. According to Robert’s Rules of Order, a motion to enter executive session
is privileged and is adopted by majority vote. The chair, subject to the will of the body,
normally controls attendance in executive session. In the normal course of business, items
are designated for executive session by adoption of the agenda. However, this can be
changed during the meeting by majority vote.
A typical topic might be described in a Proprietary document with a Confidential
supplement. This would permit most issues to be considered in open session.
It should be noted that minutes of an executive session are inherently IEEE Confidential—
Controlled Distribution. This is often an undesirable result because it prohibits the
distribution of the results of the consideration to persons who may need them. There are
several possible remedies for this situation:
 The executive session itself may determine that its minutes are to be classified at
some other level. This could be done during the executive session itself or during the
executive session that approves the minutes of a previous executive session.
 The body, in general session or executive session, could delegate to a committee the
responsibility for preparing “sanitized” minutes that could be classified at a lower
level.
 The body, in general session or executive session, could delegate to a committee the
responsibility for preparing a report of the executive session that could be could be
classified at a lower level.
An executive session to consider IEEE Confidential (not Controlled Distribution)
documents could have a liberal rule regarding attendance. For example, all staff members
and AVLs might be allowed to remain in the room.
Now, there is one misconception that must be avoided. If an executive session is convened
to consider an IEEE Confidential document, the minutes of the executive session are
Controlled Distribution, but the original document retains its classification. The
classification of a document is not increased merely because it was considered during
executive session. Furthermore, if the Executive Session results in the creation or
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IEEE Guide to Classification of Documents
modification of a document, the normal guidelines for classification apply. The minutes are
the only product of an Executive Session that are inherently Controlled Distribution.
IEEE Guide to Classification of Documents
11
6
How do I dispose of a confidential document?
Staff and volunteers are encouraged to routinely dispose of obsolete documents. However,
disposal of classified documents may require some additional care.
IEEE Proprietary documents in electronic form may be deleted in the usual manner. Small
quantities of proprietary paper documents may be discarded in the normal trash if
intermixed with large quantities of other trash. Large quantities of proprietary paper
documents should be disposed in the same manner as IEEE Confidential documents.
Greater care is required for the disposal of IEEE Confidential documents. Paper documents
should be either shredded or burned, or placed in containers designated for secure
disposal.
Electronic documents classified as IEEE Confidential should not be deleted in a manner that
simply moves them to a “recycle bin”. Instead, they should be deleted in a manner that
prevents easy recovery of the document. On some computers, one can accomplish this by
pressing Shift-Delete. Alternatively, one could delete the document in a normal fashion and
then “dump the trash”.
Documents classified as IEEE Confidential—Controlled Distribution require greater care in
disposal. One straightforward way to delete a paper document is to return it to the
originator. This has the benefit of providing evidence that the document was not passed on
to others. Alternatively, it could be shredded or burned, or placed in a secure disposal
container.
Electronic documents classified as IEEE Confidential—Controlled Distribution should be
deleted with a so-called “secure deletion” mechanism. Basically, this is a software program
that over-writes the disk space where the document formerly resided.
12 12
IEEE Guide to Classification of Documents
7
Can a confidential document be reclassified?
As mentioned previously any document classified as IEEE Confidential or above must carry
a date for reclassification to Proprietary2. Any document lacking a reclassification date will
be reclassified automatically one year after its creation.
The Board of Directors or the top deliberative body of any OU or sub-organization may
reclassify a document that was originated within their purview. (In such cases it may be
appropriate to designate a representative of the Board as the “originator” of the reclassified
document.)
Supervisors and volunteer leaders should regularly review and, if necessary, change
classification decisions made by subordinates, as well as counsel those demonstrating
repeated poor judgment.
In some cases, there may be disputes regarding the appropriate classification of a
document. Such disputes are to be resolved by the Governance Committee.
The Governance Committee may, at its discretion, propose that the Board of Directors
consider reclassifying any document.
The Governance Committee and the Board of Directors shall be provided access to any
classified documents for the purpose of resolving any disputes regarding the appropriate
level of classification.
There are some exceptions (described in Section 9) for personnel and governance
documents that are the subject of legal regulation. Such documents are never lowered in
classification, but are instead destroyed when no longer useful. (Note that the IEEE policy
on Records Retention may require that an archival copy be retained for legal purposes.)
2
IEEE Guide to Classification of Documents
13
8
How do I create a confidential document?
The selection of an appropriate classification level for a document is an important decision.
Selecting a level that is too high has the effect of withholding important information from
volunteers and staff members who need it. Selecting a level that is too low may
inadequately protect IEEE’s important intellectual assets. The next chapter of this guide
provides guidance in selecting a level. Because the decision is an important one, originators
may wish to consult with others before selecting a level.
Each page of a classified document must be marked with a level appropriate for the
information contained in that page. In addition, the cover of the document must show the
highest level of any page contained within the document.
Experience suggests that many documents primarily consist of a large amount of
information at one classification level and a small amount of information at a higher level.
In such cases, best practice is to create a document that contains the lower level
information and a distinct annex—a separate document—that contains the more highly
classified information. This allows the majority of the information to be shared more freely.
This practice also permits the use of labor-saving word-processing techniques, such as
headers and footers, to apply the classification label to each page.
For any classified document, that is, IEEE Proprietary or above, the originator must also
identify himself or herself on the cover page as the person who selected the classification
level. Here’s an example cover page for an IEEE Proprietary document.
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IEEE Guide to Classification of Documents
Electronic file names must be prefixed with a confidentiality indicator, e.g. “[IEEEP]”,
“[IEEEC]”, and “[IEEECCD]”.
If the document is classified IEEE Confidential or above, the cover page must include a date
on which the classification will be lowered to IEEE Proprietary. Normally this should be
one year from the date of creation.
If the document is classified IEEE Confidential—Controlled Distribution, it must include a
declassification date and an authorized distribution list. The distribution list does not
necessarily consist solely of person’s names. It might include the names of positions, e.g.
“Members of Products and Services Committee.”
It is permitted to number copies, apply watermarks, or use steganographic techniques to
enforce distribution limitations.
Here’s an example cover page for an IEEE Confidential document.
IEEE Guide to Classification of Documents
15
9
What level of classification should I assign?
In determining the classification of a document, one must make two decisions:
 What level of classification is appropriate?
 What should be the period of time until the classification expires?
This section provides guidance in making both of those decisions. The examples are simply
the types of documents that might be considered for classification. Minutes from some
types of meetings, for example, may need to be classified, while many more may not. This
classification guide rests on human judgment, not simply a document name.
9.1 Product Data
Examples of product data include the following:
A document containing
this type of data…
Non-negotiable prices,
terms and conditions
Negotiable Prices, Terms
and Conditions
Internal documents
developing prices, terms,
and conditions
Market Share
… might be
classified at this
level …
Unclassified
… for this
duration.
IEEE Confidential—
Controlled
Distribution
IEEE Confidential
The effective period
of time plus one
year
The intended
effective period
plus one year.
The date of the data
plus two years.
The date of the data Some
plus two years.
competitive
intelligence may
merit higher
classification.
The period of the
plan plus two years.
The expected
Consult counsel.
period of utility.
IEEE Confidential
Competitive Intelligence
IEEE Confidential
Product R&D plans and
results
Trade secrets
IEEE Confidential
Invention disclosures,
patent claims and related
materials.
Product Evolution
Strategies
16 16
IEEE Confidential—
Controlled
Distribution
IEEE Confidential—
Controlled
Distribution
IEEE Confidential
The expected date
of patent grant plus
two years.
The period of the
strategy plus two
years
Notes
Consult counsel.
IEEE Guide to Classification of Documents
A document containing
this type of data…
New Business Proposals
… might be
classified at this
level …
IEEE Confidential
… for this
duration.
Notes
The anticipated
commencement of
the new business
plus two years
The period of the
plan plus two years
Product Business Cases
(forecast and actual
revenue, expenses,
margins)
Sales Analysis and
Territory Reviews
IEEE Confidential
IEEE Confidential—
Controlled
Distribution
The period studied
by the analysis or
review plus two
years.
Discussions of Potential
Product Policy Changes
(e.g. conference and
authors’ fees)
IEEE Confidential
The intended date
of implementation
plus two years.
This is classified
highly because
it is related to
compensation.
When that
consideration
does not apply,
the appropriate
classification is
Confidential
9.2 Operations Data
Examples of operations data include the following:
A document containing
this type of data…
Annual report
Financial budget and
performance data (except
for individual
compensation)
Organization charts and
lists
IEL (and other product)
activity measures
… might be
classified at this
level …
Unclassified
IEEE Proprietary
… for this
duration.
Notes
IEEE Proprietary
IEEE Confidential
IEEE Guide to Classification of Documents
The period of time
measured plus two
years
17
Information from other
parties held in trust
IEEE Confidential
The period of time
agreed when
accepting the
information
Operations goals
IEEE Confidential
Executive performance
plans
IEEE Confidential—
Controlled
Distribution
The period of time
plus two years
The period of time
plus two years
In some cases, a
higher
classification
may be
appropriate
9.3 Strategic Data
Examples of strategic data include the following:
A document containing
this type of data…
Brand strategies
… might be
classified at this
level …
IEEE Confidential
… for this
duration.
Data of other
organizations held under
an NDA
IEEE Confidential
unless otherwise
specified by the NDA
The period of the
plan plus two years
The period of time
agreed when
accepting the data
Notes
In some cases, a
higher
classification
may be
appropriate.
9.4 Data regarding Relationships with Other Organizations
Examples of this data include the following:
A document containing
this type of data…
Partnership and alliance
proposals
Mergers and acquisitions
18 18
… might be
classified at this
level …
.
… For this
duration.
Notes
There may be
antitrust
considerations.
Consult IEEE
counsel.
There are
considerations
of insider
trading. Consult
IEEE counsel.
IEEE Guide to Classification of Documents
9.5 Governance Data
Examples of governance data include the following:
A document containing
this type of data…
All except as noted below
Documents cleared for
public release
Minutes of meetings
(except for executive
session)
Minutes of executive
session (unless
reclassified)
Secret ballots
Consideration of
candidates for awards and
offices
Information where
distribution is regulated
by law
… might be
classified at this
level …
IEEE Proprietary
Unclassified
… For this
duration.
Notes
IEEE Confidential—
Controlled
Distribution
Indefinite
IEEE Confidential—
Controlled
Distribution
IEEE Confidential—
Controlled
Distribution
Indefinite
See
implementation
note below
These should be
destroyed
immediately
after
certification.
See
implementation
note below
Consult counsel
IEEE Proprietary
In accordance with
law
Implementation note: Those who hold copies of Executive Session minutes or materials
related to the consideration of candidates for awards or offices should securely dispose of
these documents promptly when they are no longer useful. For legal reasons, the
Governance Committee may retain an archival copy of the document in accordance with
IEEE policies on records retention.
9.6 Personnel Data
Personnel data is generally held in databases that are protected in accordance with legal
requirements. This section concerns reports produced from those databases as well as
personnel-related documents utilized in the everyday course of doing business.
Note that the disclosure of personnel data by Human Resources is a distinct issue. This
discussion concerns only the use of personnel-related reports and documents by others.
IEEE Guide to Classification of Documents
19
A document containing
this type of data…
Employee name, title;
business address, email
addresses, and phone
numbers
… might be
classified at this
level …
Unclassified
… for this
duration.
Position descriptions
IEEE Proprietary
Statistical abstractions
and summaries of HR data
IEEE Proprietary
Personal and emergency
contact information
IEEE Confidential
Indefinite. See
implementation
note below.
Substantial compilations
of proprietary HR data
IEEE Confidential
Indefinite. See
implementation
note below.
Compensation (aside from IEEE Confidential—
the legal requirements of
Controlled
IRS Form 990)
Distribution
20 20
Notes
This is intended
for the situation
of business
cards and
signature blocks
on
correspondence.
HR may choose
to treat some as
unclassified, e.g.
when
advertising a
position.
For example,
individual
salaries are
highly classified;
average salaries
for large groups
of employees
are not.
This is the sort
of information
typically
gathered by a
department
administrative
assistant.
For example, it’s
OK to publicly
disclose that an
individual
works at IEEE.
It’s not OK to
publish a
substantial list
of employees.
Indefinite. See
implementation
note below.
IEEE Guide to Classification of Documents
Implementation note: Holders of such documents should securely dispose of them when
their useful period has passed.
9.7 Legal Data
Markings provided by counsel and those corresponding with counsel preempt any other
markings. Guidance on dealing with such documents should be obtained from the IEEE
Legal department.
IEEE Guide to Classification of Documents
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10
Who is an Authorized Volunteer Leader (AVL)?
An IEEE member becomes an Authorized Volunteer Leader by completing an online course
and executing a non-disclosure agreement. The non-disclosure agreement binds the
individual in perpetuity. However, because each confidential document has a
declassification date or a requirement to destroy when no longer useful, one can discharge
the responsibility by destroying all classified documents in a secure manner or by waiting
for their classification to expire.
A list of AVLs will be provided so that it may be consulted prior to sharing information.
Becoming an AVL is a pre-requisite to many volunteer leadership positions. The current list
includes individuals serving on the following Boards and Committees or holding the
positions as provided below:










IEEE Board of Directors (BoD)
Major Boards (Educational Activities Board, Member and Geographic Activities
Board, IEEE-USA Board, IEEE Standards Association Board, Publication Services and
Products Board, Technical Activities Board)
Chairs and members of Committees of IEEE
Conference & Technical Program Chairs
Conference Treasurers (Financial Interest)
Annual Election Candidates
TAB/PSPB PSC
Editors-in-Chief
Designated persons in non-US offices of IEEE
Any other positions, boards, or committees designated by OUs
Any changes to this list shall be reported to the IEEE Legal and Compliance Department.
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May an OU or other sub-organization create its own policy?
The information disclosure policy and the procedures implementing that policy apply to all
of IEEE. Sub-organizations of IEEE are not permitted to create their own policies and/or
markings. The terms “Confidential” and “Proprietary” may not be used for organizationspecific markings. For example, it is not permissible to mark an item as “Shiny Toys Society
Confidential”.
Keep in mind that IEEE’s information disclosure policy is legally enforceable. That’s why it
must be distinguished from measures that rely on simple peer pressure for enforcement.
Nevertheless, it is understood that situations arise where IEEE societies or OUs are
engaged in a friendly competition and wish to operate with some level of privacy. In such
cases, one might put a marking on a document that says, “Please keep this within the Shiny
Toys Society”. That restriction might be enforced by peer pressure but would have no legal
basis for enforcement.
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